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Easily create mailing list and send emails in Excel

Author: Sun Last Modified: 2020-08-25

Kutools for Excel

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Have you ever tried to send emails to a list of email addresses with the same message body but different personalized titles? Actually, this problem can be handled by Mail Merge feature in Word, but the process is too complex and troublesome. However, with Kutools for Excel, the Create Mailing List and Send Emails features can quickly and easily create a mailing list and send emails in Excel.

Create a mailing list in Excel

Send Emails from Excel

Configure Email server settings

arrow blue right bubble Create mailing list in Excel

Only three steps, you can quickly create a full mailing list with Create Mailing List, which is much easier than creating a mailing list in Word.

1. Enable Excel, and click Kutools Plus > Create Mailing List. See screenshot:
shot mailing 1

2. In the popping out Creating Mailing List dialog, do as below operations.

1) Check the fields you need in Columns for Mailing list section.

2) Specify the number of attaching files.

3) Choose where you want the Mailing List to be placed, check New Worksheet to place the Mailing List in a new sheet, if you check Existing Worksheet option, you can click  shot select button to select a cell to place.
shot create mailing list 1

3. Click Create, then the Mailing List table has been created. See screenshot:
shot mailing 3

4. Then you just need to add recipients’ information, relative subjects and attachments’ saving paths in the Mailing List table as below screenshot shown.
shot mailing 4

arrow blue right bubble Send Emails from Excel

After creating the Mailing List table and entering the information, you can send personalized emails to multiple recipients with Send Emails feature of Kutools for Excel in Excel.

1. Select the Mailing List table, and click Kutools Plus > Send Emails. See screenshot:
shot send emails

2. Then in the Send Emails dialog, specify the setting as follows:

1) Specify the recipients, attachments, and subject from each drop-down list.
shot create mailing list 2

2) Choose the field you want to insert in the message body from the drop-down list before Insert Placeholder, and click Insert Placeholder to successfully insert.
shot mailing 8

3) Enter and format the message body in the big text board as you need.
shot send emails

3. Specify the email sending mode. By default, Send email via Outlook is chosen. If you want to specify other email sending mode, please uncheck Send emails via Outlook, and click Outgoing Server Settings option, then click New button in the Outgoing Sever(SMTP) Settings dialog, and specify the outgoing server setting in the popping out dialog. Then you can check Save sent emails to checkbox to save the email items in a folder after sending each time. And you also can specify the sending interval while sending emails based on the mailing list . Click OK, a dialog pops out for you to enter a name and note for the new scheme. Click OK to finish it. See screenshot:
doc send email 3
doc send email 4

4. Click Send. A dialog pops out to remind you that how many emails have been sent successfully, click OK to close it. See screenshot:
shot mailing 10

Now the emails will be sent through the specified email sending modes.
shot mailing 11


1. You can save the current message body as an HTML file by Save to File, and import message body from a certain HTML file by Load from File.
doc send email 5doc send email 6

2. You can use the Outlook's signature settings or send emails from other email addresses by clicking the Options button.
shot create mailing list 7

3. By default, the Send emails via Outlook is checked as email sending mode , which means the emails will be sent by the default account of your Outlook. If you want to send emails from another specific email account before applying this feature, you can click the anchor doc send email 10 in Mailing group on the Kutools Plus tab to open the Outgoing Server (SMTP) Settings dialog to set an new account that you want to use to send emails or edit the existed account(s), also you can click Outgoing server settings for common mailboxes to see how to set the mailboxes in a new site. See screenshot:
shot create mailing list 7

Tip: In default, while the Send emails via Outlook checkbox checked, the Use Outlook's signature settings checkbox checked, you can uncheck it as you need.

arrow blue right bubble Configure Email server settings

To send emails using Office365 server:

SMTP Host:
SMTP Port: 25
SSL Protocol: ON
SMTP Username: (your Office365 username)
SMTP Password: (your Office365 password)

To send emails using Gmail serve:

SMTP Host:
SMTP Port: 465
SSL Protocol: ON
SMTP Username: (your Gmail username)
SMTP Password: (your Gmail password)

If you get an error from Google you might also need to enable "less secure apps" in your Google account.

1. Turning on 'less secure apps' settings as mail domain Administrator

1.Open your Google Admin console (
2.Click Security > Basic settings.
3.Under Less secure apps, select Go to settings for less secure apps.
4.In the subwindow, select the Enforce access to less secure apps for all users radio button.
(You can also use the Allow users to manage their access to less secure apps, but don't forget to turn on the less secure apps option in users settings then!)
5.Click the Save button.

2. Turning on 'less secure apps' settings as mailbox user

1.Go to your (Google Account).
2.On the left navigation panel, click Security.
3.On the bottom of the page, in the Less secure app access panel, click Turn on access.
If you don't see this setting, your administrator might have turned off less secure app account access (check the instruction above).
4.Click the Save button.

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The functionality described above is just one of 300 powerful functions of Kutools for Excel.

Designed for Excel(Office) 2021, 2019, 2016, 2013, 2010, 2007 and Office 365. Free download and use for 30 days.

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Comments (36)
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This comment was minimized by the moderator on the site
When sending emails, whenever I choose a subject, the email fails to send, but when I don't choose a subject, it can be sent successfully. Why?
This comment was minimized by the moderator on the site
Hello, I've tested and found that emails are sent successfully whether the theme is selected or not. Could you please send the specific details of your issue, along with relevant data and the environment where it occurs, to our email ? We'll analyze it further to provide you with a solution.
This comment was minimized by the moderator on the site
My kutools doesn't have CC and BCC input (only To). How to enable CC and BCC input in Kutools?
This comment was minimized by the moderator on the site
Instead of sending the emails, is there a way to save them down as an OFT?
This comment was minimized by the moderator on the site
Can I use this in MAC
This comment was minimized by the moderator on the site
Sorry, Kutools for Outlook not support Mac system currently.
This comment was minimized by the moderator on the site
I keep getting the error "Invalid namespace" when i want to send e-mails.
This comment was minimized by the moderator on the site
Apologies for the late response. To better assist you, could you please provide a screenshot of your SMTP settings? Here's how to do it:

Click on Kutools Plus > Send Emails > Outgoing Server settings
Take a screenshot of the settings displayed.
Once you've done that, please upload the screenshot in the comments section. This will help me identify the issue and address it effectively.

Thanks for your cooperation!
This comment was minimized by the moderator on the site
Why there is no TLS protocol....????
This comment was minimized by the moderator on the site
Hi, George, sorry that our feature currently not support TLS protocl.
This comment was minimized by the moderator on the site
In case of not Individually emails I want to ask : If I enter more than an email Address seperated with ";" in any field of email addresses "To", "CC", or "BCC". So, some fields may be will exceeds 255 charcters.
is that will affect on sending process ? because the excel will truncated value field of email addresses which exceeds 255 chars! and many emails will lost!

Is your tool can handel with this Problem ?
Please advice
This comment was minimized by the moderator on the site
Hi, Adel Al Abby, I have made a test: in To field, enter dozens of emails which separated by ";" and the total characters are exceeds 255, finally, all of the recipients have recieved the email. I heartily recommend this tool for you.
This comment was minimized by the moderator on the site
Does anyone actually answer these messages?
This comment was minimized by the moderator on the site
Create mailing list in Excel, I have followed all the instructions, but when I go to do the last part, the names I am trying to get onto the excel sheet still comes out with the example it shows on the first line. That would be #4. What am I doing wrong? Thanks
This comment was minimized by the moderator on the site
Hi, RMR, sorry, I do not understand your question. Should you upload a screenshot to describe with more details?
This comment was minimized by the moderator on the site
Can you send mask emails without email account's password? 
This comment was minimized by the moderator on the site
Hi, Mike, sorry that the feature currently not support mask email.
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